Lesson 8 – Finalize the Plan

Finalize the Plan

At this point you have made a lot of preliminary plans, but now it’s time to put pen to paper and finalize your ideas. At this point you have made a lot of preliminary plans, but now it’s time to put pen to paper and finalize your ideas. At this point, you will want to pick a venue, the entertainment, the décor, and the food. You’re also going to figure out the registration process for the event. All of these are the key factors to an event, and the right choice will bring success.

Our focus quote for this module:

“One important key to success is self-confidence. An important key to self-confidence is preparation.” – Anurag Prakash Ray

 

Venue

The venue is the place where the event is going to take place. The right venue can really make an event, but the wrong venue can break it. When picking the venue, you want to have a place that meets the needs of your event. It needs to be big enough to accommodate your guests and whatever the entertainment is going to be. No one wants to go to a cramped event; so, make sure it’s big enough. In that same respect, you don’t want it to be a lot bigger than what you need because then it will look sparse. It will look like no one is attending the event. If possible, try to find a venue that falls within your theme. If you are throwing a party with the theme of royalty, a great idea is to use a castle.

 

Registration

The registration process is another important aspect of an event, it allows you to know who is going to be in attendance. First, you need to determine if you need to charge a registration fee for the event. Depending on the event, you may need to charge for attendance. In addition, you need to determine how people will tell you that they are attending. If they are buying tickets, then you know they are going to attend. If you are not charging for attendance then you need some sort of RSVP or other system in place to allow guests to notify you of their attendance. RSVP is a French term that means répondez s’il vous plait. In English, it means, “Please respond.”

Here are a few ways to facilitate registration:

• Online (web) registration
• RSVP by mail
• RSVP by email
• Purchasing a ticket
• RSVP by phone

 

Entertainment

Entertainment is another important aspect of an event. This is what is going to engage your guests. The right choice of entertainment is important. You want to make sure that whatever is chosen is age appropriate for the guests attending. It is also beneficial to make sure that it follows the theme you have set for the event. Entertainment can lend itself to a wide range of options.

Here are a few different types of entertainment:

  • Performers (e.g. singers or actors)
  • Games (e.g. poker or carnival games)
  • Speakers (e.g. motivational speakers)
  • Activities (e.g. crafts or tattoo artist)

 

Cuisine and Décor

The last two items to choose for your event is your cuisine and décor. For both of these items, it is important to follow the theme of the event. If you were having an event with a Hollywood Luxury theme, you wouldn’t want to serve hotdogs. The food at an event is important, because it can be entertaining and can stimulate conversation between guests. Typically, when people leave an event, the top two items they discuss are the food and the decorations. The décor can take a plain space and make it really special. The key to decorating is having different textures and colors so that the eye has a lot of visually stimulating items to look at. The décor can also help guests get into the theme of the event. When it comes to the cuisine and the décor, be creative, and stay on theme!

 

Practical Illustration

Charlie and Samantha are best friends who decided to go into business together. Samantha is an interior decorator; she is creative and loves to make a space unique. Charlie is a chef, he enjoys taking simple foods and making them into something extraordinary. They decide to start an event planning business because they figure that they have the two most important bases covered for events. Samantha and Charlie both have experience as consultants for other event planners, so they feel like they have a good grasp on the requirements. A friend of theirs is hosting a charity dinner and hires them to plan the event. Together, they come up with a theme. They are lucky that the client already had the venue chosen. They pitch their theme ideas, providing examples of the décor, entertainment, and cuisine. Their friend is very impressed with their choices and approves them all. Samantha and Charlie are so happy for the opportunity their friend has given them; they feel like they can really do this as their business